The NCAA News - News and Features

July 6, 1998

Division III Management Council minutes

Following are the minutes from the April 14-15, 1998, meeting of the Division III Management Council at Walt Disney World Swan Resort in Orlando, Florida. All actions taken by the Management Council are included. Highlights of the meeting were reported in the April 27 issue of The NCAA News.

1. Announcements. John S. Biddiscombe, chair, welcomed all members and reviewed the daily schedule for the meeting.

2. Previous Minutes. The Management Council reviewed the following minutes: January 9-10, 1998, Management Council meeting; January 10, 1998, joint Presidents Council/ Management Council meeting; January 13, 1998, post-Convention Management Council meeting; and January 21, 1998, and March 3, 1998, Administrative Committee telephone conferences. It was noted that Minute No. 2 of the January 9-10 minutes should be amended to indicate the date of the previous minutes was "October 20-21, 1997."

It was voted that the minutes of the Management Council's January 9-10 meeting be approved as amended. In addition, it was voted that the minutes of the joint Presidents Council/Management Council January 10 meeting, the Management Council's January 13 post-Convention meeting, and the Administrative Committee's January 21 and March 3 telephone conferences be approved as distributed.

3. Review of Division III Strategic Plan. The Management Council reviewed the time line and process regarding expectations from Division III committees and recommended the following to the Presidents Council:

(a) Section IV: Time Line. Recommended greater involvement of the strategic-planning subcommittee in the review of the progress of Division III and Association-wide committees toward goals, noting that the subcommittee should schedule at least one conference call prior to the July Management Council meeting.

(b) Section V: Planning Priorities. Recommended a full review of the strategic plan utilizing a strategic-plan scorecard approach during the July Management Council and August Presidents Council meetings. The review should include each committee's identification of specific goals and actions for the 1998-99 academic year. The Management Council also discussed ways to increase communication and input from chief executive officers and agreed to forward the following suggestions to the Presidents Council:

(1) Develop a list of chief executive officer contacts within conferences.

(2) Simplify and focus on concise communication.

(3) Identify a means of highlighting communication that requires a response to chief executive officers.

(4) Utilize the assistance of conference commissioners as a means of communicating to chief executive officers.

(5) Utilize technology when possible.

(c) Section VI: Operations Plan. The Management Council noted that the long-range success of the Division III strategic plan requires significant committee input. Accordingly, the Management Council:

(1) Recommended that a letter be forwarded with a copy of a sample operations plan to all Division III and Association-wide committee chairs and staff liaisons requesting a specific operations plan, time line, responsible party and budget implications for review by the Division III strategic-planning subcommittee prior to the July Management Council and August Presidents Council meetings.

(2) Recommended that the Budget Committee consider establishing "a planning reserve" to fund Division III initiatives that are consistent with the plan, but not yet identified by the responsible committee.

(d) Priority No. 5 (diversity). The Management Council further directed the Division III strategic-planning subcommittee to review Priority No. 5 (diversity) and to recommend specific committees that should be charged with action to achieve that goal.

(e) Division III talking points and fact sheet. The Management Council reviewed a draft summary of facts and key themes applicable to Division III. The Management Council recommended clarification of several facts contained in the document. The Management Council further recommended that the Presidents Council endorse wide distribution of the Division III talking points and fact sheet to all campuses (chief executive officer, director of athletics, faculty athletics representative, senior woman administrator, deans, admissions, coaches, student-athlete advisory committees) and conference offices.

4. Committee/Subcommittee Reports.

a. Association-wide committees.

(1) Committee on Competitive Safeguards and Medical Aspects of Sports. The Management Council:

(a) Referred back to the committee the issue of funding the purchase of laboratory equipment, requesting greater detail regarding actual budget allocations and the specific service agreement with laboratories.

(b) Approved the recommendation that the NCAA sports sciences staff regularly attend the Division III Student-Athlete Advisory Committee meetings in Kansas City and that a member of the competitive safeguards committee attend one other Student-Athlete Advisory Committee meeting each year. The Management Council noted that the issue related to student-athlete representation on the competitive safeguards committee should be addressed during a full review of the governance structure, including the number of student-athletes serving on Association-wide committees and representation from the Student-Athlete Advisory Committee vs. at-large student-athlete representatives.

(c) Referred back to the committee the request to fund the development of materials to educate student-athletes about cardiovascular issues. The Management Council requested further clarification regarding the frequency of the expenditure request (e.g., annual), distribution plans and specific types of educational materials intended to be developed.

(d) Approved the request to incorporate the NCAA Sports Medicine Handbook guidelines regarding medical coverage, equitable medical care and drug education in the Division III institutional self-study guide (ISSG). The Management Council noted that most of the committee's recommendations already had been incorporated and agreed to include additional statements regarding:

(i) Establishment and distribution of a written emergency plan;

(ii) Development of policies for a nontraditional segment, as well as a traditional segment.

(2) Minority Opportunities and Interests Committee. The Management Council recommended that the Presidents Council:

(a) Refer to the Division III strategic-planning subcommittee the issue of incorporating a more inclusive statement promoting minority equity and diversity (i.e., promote diversity, both ethnic and gender, at all levels of athletics programs) to the Division III vision, mission and philosophy statements. Proposed revisions should be presented at the July Management Council and August Presidents Council meetings.

(b) Forward the issue of diversity education to the ad hoc Division III Convention planning committee for possible inclusion at the 1999 NCAA Convention.

(3) Olympic Sports Liaison Committee. The Management Council:

(a) Approved in principle and requested draft noncontroversial legislation for review during the July Management Council meeting recommended amendments to the following playing-and-practice-season regulations in women's water polo:

(i) Bylaw 17.27.2 (preseason practice);

(ii) Bylaw 17.27.3 (first date of competition);

(iii) Bylaw 17.27.4 (end of regular playing season); and

(iv) Bylaw 17.27.5.2 (annual exemptions).

(b) Approved in principle and requested draft noncontroversial legislation for review during the July Management Council meeting a recommendation to amend Bylaw 17.13.1 (length of playing season -- women's ice hockey).

(c) Opposed a recommendation to amend Bylaw 17.9.5 (number of contests and dates of competition -- field hockey). The Management Council noted concerns regarding the length of playing seasons and an increase in the nontraditional segment. Also noted that further review of the nontraditional segment will occur during the July Management Council meeting.

(d) Opposed a recommendation to amend Bylaw 17.27.9.1.1 (water polo -- noncollegiate amateur competition -- Divisions I and III -- during academic year). The Management Council noted that permitting outside competition for student-athletes in the sport of water polo is not consistent with regulations in all other Division III sports.

(e) Referred to the Division III Financial Aid and Awards Committee a request to amend Bylaws 12.1.1.1.31 (educational expense from outside sports teams or organization) and 15.2.5.5 (educational expenses -- U.S. Olympic Committee).

(f) Recommended that the Presidents Council refer a statement regarding the dropping of men's sports back to the committee, expressing concern regarding the content of the statement and proposed process for intended release. The Management Council further noted that the content of any statement should be reviewed by all governance groups and approved by the NCAA Executive Committee prior to its release.

(4) Committee on Women's Athletics. The Management Council recommended that the Presidents Council defer action until the July Management Council and August Presidents Council and Executive Committee meetings regarding the request to amend NCAA Constitution 2.6 (principle of nondiscrimination) by adding more descriptive language. The Management Council requested a detailed written opinion from the Association's legal counsel regarding:

(a) An apparent inconsistency between current NCAA staff policy and the Association's Constitution.

(b) The possible impact of the proposed principle on member institutions.

(5) Walter Byers Scholarship Committee. The Management Council received an oral report and formally noted that both 1998 recipients and three of the eight finalists were from Division III.

b. Management Council subcommittees.

(1) Subcommittee on academic issues. The Management Council:

(a) Approved the subcommittee's decisions regarding three waiver requests pursuant to Bylaw 14.1.6.2.2.1.1.

(b) Approved the subcommittee's policies and procedures regarding nontraditional academic calendars/programs.

(2) Administrative review subcommittee. The Management Council:

(a) Approved recommended policies and procedures as amended.

(b) Approved the subcommittee's name change to "Division III administrative review subcommittee."

(c) Accepted the subcommittee's actions on five cases; referred Case No. 2404 to the staff for further review.

(3) Policies and procedures subcommittee. The Management Council:

(a) Recommended that the Presidents Council approve the proposed Division III infractions appeals procedures.

(b) Discussed current all-star contest certification procedures. The Management Council agreed to establish a Division III all-star contest certification subcommittee to review and make recommendations regarding an all-star contest certification process and procedures, noting that greater membership input may be necessary. The Management Council also agreed to seek guidance from the Presidents Council regarding this issue. It was agreed that status quo will remain, pending further review by the all-star contest certification subcommittee.

c. Division III committees.

(1) Budget Committee. The Management Council:

(a) Forwarded proposed new initiatives to the Budget Committee for further review, except for the Interpretations and Legislation Committee's request for $6,000 to fund the work of a consultant.

(b) Recommended that the Budget Committee's presentation of the proposed budget should identify specific encumbered expenditures.

(2) Championships Committee. The Management Council:

(a) Recommended that the Presidents Council approve the committee's recommendation to enhance the football championship by adding an additional eight teams effective with the 1998 season. Sixteen teams would play in a national championship, and eight teams would participate in four bowl games. The Management Council noted that the last sentence of the committee's recommendation should be deleted to avoid placing the football championship in "limbo" if alternatives take more than two years to fully evolve. The Management Council noted the following:

(i) Its recommendation provides a "clean slate" for the Football Committee to evaluate additional alternatives.

(ii) Support exists for the 24-team, five-week national championship; however, the proposed bowl format deserves a fair chance to be implemented.

(iii) Additional time is needed for the football community to address legislative alternatives related to a 24-team championship option.

(b) Recommended that the Presidents Council sponsor legislation for the 1999 NCAA Convention to create a Division III Women's Golf Championship effective with the 1999-2000 academic year. The 1997-98 sports-sponsorship report indicated that women's golf has exceeded the minimum number of institutions required to establish a championship.

(c) Recommended that the Presidents Council request the following additional data from the Championships Committee and that the committee recommend changes, if necessary, regarding the national championship selection principles:

(i) A chart identifying impact of changes to Pools A, B and C based on an increase from seven to eight conference members for all team sports.

(ii) A chart identifying the impact of the 40 percent scheduling requirement for all team sports.

(iii) A chart identifying the different criteria and formats currently used for championships selection in all team sports.

(iv) Rewording of the conference automatic-qualification requirement for institutions that are members of more than one conference.

(v) Use of The NCAA News to educate and publicize data contained in recommendations i, ii and iii above.

(d) Recommended that the Presidents Council approve a proposed process and time line to submit proposed revisions to Bylaw 31, culminating with a vote by the membership at the 1999 Convention.

(e) Approved the recommendation for intent-based legislation to amend Bylaw 21.3.2.2 to create an additional position on the Women's Lacrosse Committee.

(f) Approved the recommendation to increase the travel party to include one additional nonathlete when a team has one or more qualified divers participating in the NCAA swimming and diving championships.

(g) Directed the Championships Committee to address in priority order, with relevant budget recommendations:

(i) The review of individual team-sports field sizes, including official travel party, days of funding and nonathlete travel members.

(ii) Official travel party for all team sports.

(iii) Per diem increases for all sports.

(3) Financial Aid and Awards Committee. The Management Council:

(a) Recommended that the Presidents Council approve the following recommendations regarding awards of circumstance and nonathletics achievement awards:

(i) A second mailing to all Division III institutions (264 institutions) that have not responded to the initial request for approval.

(ii) Redrafting and reformatting the proposed mailing.

(iii) A request that the committee identify the time line and process regarding the failure of an institution to submit awards for approval by the August 1, 1998, deadline.

(iv) A request that the committee review the rationale and reasons for prohibiting coaches from submitting letters of recommendation on behalf of student-athletes for nonathletics achievement awards.

(b) Approved the committee's recommendation pursuant to Bylaws 15.4.6.3 and 15.4.6.4 for awards submitted by Albion College, Colby-Sawyer College, Lake Forest College, Neumann College, Wilmington College (Ohio) and York College.

(c) Noted for the record that only 133 of 397 Division III institutions had submitted financial aid awards for review pursuant to Bylaws 15.4.6.3 and 15.4.6.4.

(4) Interpretations and Legislation Committee. The Management Council:

(a) Opposed the committee's recommendation to further delay the effective date of NCAA Convention Proposal No. M-6. The Management Council noted that any individual hardship cases related to this legislation may be forwarded to the Management Council's administrative review subcommittee.

(b) Opposed the committee's recommendation for the appointment of a consultant to assist with deregulation as unnecessary and bad precedent.

(c) Opposed the committee's recommendation to eliminate the "gaps" in the Division III Manual and renumber it in consecutive order. The Management Council requested insertion of a notation regarding the reason for the gaps in the Division III Manual (e.g., User's Guide).

(d) Approved various interpretations to be included in the Division III Manual. The Management Council requested clarification that Attachment A, Item No. 2 (Bylaw 10.3 -- gambling activities), contains the latest versions of the Association's interpretation regarding the exchange of T-shirts in the sport of rowing.

(e) Approved as amended two editorial revisions to be incorporated into the Division III Manual. The Management Council requested clarification of Attachment B, Item No. 2, related to the permissibility of simultaneous institutional and conference awards.

(f) Accepted the committee's proposed timetable for Phase I of the deregulation of the Division III Manual.

(5) Membership Committee.

(a) The Management Council recommended that the Presidents Council approve noncontroversial legislation effective immediately:

(i) To require a nonrefundable $2,500 application fee for provisional members.

(ii) To preclude a provisional member from awarding athletically related financial aid to incoming students during its second year of provisional membership.

(iii) To require that only contests against the varsity program of a four-year degree-granting collegiate institution be counted for sports-sponsorship purposes (Bylaw 20.10.3.2).

(iv) To require that institutions reclassifying to Division II give notice two years prior to reclassification. Further, that institutions not be permitted to participate in Division III championships during the reclassification period.

(b) The Management Council also:

(i) Approved the revised Division III institutional self-study guide (ISSG) for use during the 1998-99 academic year.

(ii) Approved in principle the provisional member education plan, including a $10,000 annual expenditure.

(iii) Accepted the committee's recommendation to not increase membership dues for 1998-99.

(iv) Referred the committee's recommendation regarding the 50 percent scheduling requirement for football (Bylaw 20.10.5.1) and men's basketball (Bylaw 20.10.5.2) to the Championships Committee requesting a review of the bylaws related to:

(aa) The implication of the championships selection process for all sports.

(bb) The establishment of scheduling requirements for all other sports.

(v) Approved the committee's recommendation to approve a scheduling waiver requested by Eastern Oregon University.

(vi) Encouraged the committee to continue to work on the development of active member education workshops, a conference self-study guide and identification of additional areas in which the current Compliance Assistant software will be useful to Division III institutions.

(vii) Reviewed the timetable for lifting the moratorium on new NCAA provisional membership and received an update of inquiries from prospective provisional members as of April 10, 1998 [total of 47 (22 in Division II; 25 in Division III)].

(viii) Reviewed summary comments regarding the March 10, 1998, meeting held at the national office with the NAIA president and selected NCAA staff members.

(6) Nominating Committee. The Management Council:

(a) Approved the committee's recommendations for appointments effective September 1, 1998, to various Division III sports committees (i.e., Men's Basketball, Women's Basketball, Field Hockey, Football, Men's Soccer, Women's Soccer, Women's Softball, Women's Volleyball, Men's and Women's Swimming and Diving, Wrestling, Women's Rowing) and Division III representatives to Association-wide rules committees (i.e., Men's Basketball Rules, Women's Basketball Rules, Football Rules).

(b) Approved the committee's recommendations regarding term lengths and the establishment of a rotation for all sports committee members that allow for 25 percent turnover each year.

(c) Recommended that the Presidents Council approve the committee's request for the Division III Administrative Committee to act upon remaining committee appointments between the April and July 1998 meetings.

(d) Commended the Nominating Committee for the creation of a conference and independent representation chart.

(e) Recommended that the Nominating Committee become more aggressive in solicitation of nominees for all Division III committees. The Management Council chair further encouraged members of the Management Council to become involved with the solicitation of nominees.

(7) Student-Athlete Advisory Committee. The Management Council:

(a) Deferred until the July Management Council meeting the committee's recommendation to include in the NCAA Committee Directory language regarding the responsibility of Division III committee members to observe state laws regarding alcohol and elicit drug use. Further, the Management Council directed the staff to provide a draft of the specific language proposed to be included in the Committee Directory.

(b) Recommended that the Presidents Council sponsor legislation to amend Bylaw 21.8.3 to establish an attendance policy for Division III committees. The Management Council suggested specific language to include: "In addition, a committee member who is absent from two consecutive meetings without reasons approved by the Management Council shall be removed from the committee."

(c) Referred the committee's recommendation to sponsor legislation to clarify the definition of electronic communications (Bylaw 13.02.13) to the Interpretations and Legislation Committee and noted the possible deletion of the bylaw, since it does not seem to have significance for Division III.

(d) Opposed the committee's recommendation to sponsor legislation to permit Division III graduate student-athletes to use the one-time transfer exception in limited circumstances. The Management Council expressed concern that the exception would be inconsistent with the mission of the division; would give institutions with graduate programs a competitive advantage; and might open the door for recruitment of foreign student-athletes based on athletics abilities.

(e) Referred back to the committee the request for in-person representation of a Division III Student-Athlete Advisory Committee member at each of the Committee on Competitive Safeguards and Medical Aspects of Sports meetings and requested a more comprehensive review of student-athlete representation on all Division III and Association-wide committees.

(f) Accepted the recommendations regarding Student-Athlete Advisory Committee members' attendance and participation at two external association meetings (Black Coaches Association and National Association of Collegiate Directors of Athletics).

(g) Noted for the record an update regarding the status of campus student-athlete advisory committees.

(i) Nineteen Division III institutions have not responded to the staff's inquiry about the status of student-athlete advisory committees on their campus.

(ii) Six campus student-athlete advisory committee models have been chosen for inclusion into the national office resource file.

5. NCAA Legislation.

a. Noncontroversial legislation per NCAA Constitution 5.3.1.1.1. The Management Council approved Proposal Nos. 1 (Bylaw 21.1.3.1 -- Honors Committee), 2 (Bylaw 4.12.1.1 -- Division III Geographical Region), 3 (Bylaw 3.3.1.2 -- Division III Conference Membership), and 4 (Bylaw 18.2.4.1 -- Establishment of Women's Championships).

b. Modifications of legislation per Constitution 5.4.1.1.1. The Management Council approved the intent-based legislative Proposal Nos. 1 (Membership Moratorium) and 2 (Eligibility -- Division III -- "4-2-4" Transfers).

c. Review of Bylaw 31.7.2 -- committee finances and meeting requirements. The Management Council reviewed the current legislation and data regarding the meeting frequency for all Division III and Association-wide committees. It was the sense of the meeting that communication with committee chairs and staff liaisons should occur identifying Bylaw 31.7.2 and that committees should request permission to exceed the current policy (i.e., the limit on in-person meetings of one per year). The Management Council further requested that the review of meeting schedules take place on an annual basis.

6. Miscellaneous.

a. Convention issues.

(1) 1999 Convention planning subcommittee. The Management Council recommended that the Presidents Council approve an ad hoc Convention planning subcommittee to include the following members: two Presidents Council representatives; three Management Council representatives; two at-large representatives; and two Membership Committee representatives. It was noted that all or most of the subcommittee's work would occur at minimal cost via teleconference.

(2) 1998 Convention survey results. The Management Council:

(a) Reviewed specific Association-wide and Division III responses from the survey noting that the response rate was excellent. Generally, the Division III membership plans to attend the 1999 Convention (88 percent) and is interested in a comparable NCAA Convention date (75 percent). In addition, the respondents prefer the current structure (75 percent) and prefer the three-day format with a Saturday night stay. Also, the membership is less committed to a full day of conference meetings.

(b) Recommended that the Presidents Council refer the 1998 Convention survey results to the ad hoc Convention planning subcommittee for review and planning for the 1999 Convention.

b. Division III newsletter. The Management Council reviewed a draft Division III newsletter. The Management Council recommended a shorter, more concise version, more bullets and a maximum of four pages. The Management Council further recommended a quarterly distribution schedule (i.e., March, June, September and December) to chief executive officers, athletics departments, faculty athletics representatives, commissioners and requested circulation to broad campus constituencies.

7. Other Business.

a. Technology issues. The Management Council received an update on the status of technology initiatives, including:

(1) The development of an NCAA championships web site for all championships. The NCAA and Total College Sports Network signed a four-year agreement to create and maintain a world-wide Web site featuring all NCAA championships information.

(2) The posting of Division III governance agendas, supplements and summary of actions on NCAA Online (www.ncaa.org) by the NCAA staff.

(3) The NCAA national office strategic-planning process includes many technology initiatives.

b. Marketing initiatives. The Management Council was requested to identify ways to increase the involvement of Division III in the Association's marketing activities. It was the sense of the meeting that retaining an Association-wide approach that includes representatives from all three divisions would be most desirable.

c. Future agenda items. The Management Council agreed to place the following items on the early part of the agenda for its July meeting:

(1) Nontraditional seasons discussions.

(2) Strategic-planning scorecard.